1120 Administrative Support jobs in Pembroke Pines

Case Administrator (Legal Services/Administrative Support)

Location: Miami, FL, United States

Date Posted:Aug 29, 2025

The American Arbitration Association is an equal opportunity employer (EEO) and considers all employees and applicants for positions without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, marital status, or status as a covered veteran in accordance with applicable federal, state and local laws.

If you are unable to complete your application, you may request a disability accommodation and submit your information through an alternative method by contacting the Human Resources Department via email- (email protected) .

Description

Case Administrator

Overview

You will work with a dedicated group of professionals and will be responsible for providing administrative support on arbitration and mediation cases in accordance with the rules and procedures of the AAA and applicable law. This is an exciting opportunity for an individual seeking a legal career who prides themselves on professionalism, client service, communications abilities, and problem-solving skills.

This position's starting annual salary range is based upon location, with quarterly incentive opportunities.

• San Antonio, TX | Charlotte, NC | Miami, FL - $48,000 - $1,000

• Atlanta, GA | Dallas, TX | Fresno, CA - 51,000 - 54,000

• Johnston, RI | Houston, TX | Minneapolis, MN - 51,000 - 55,000

• New York, NY | San Francisco, CA - 60,000 - 63,000

• Chicago, IL | Voorhees, NJ | San Diego, CA - 54,000 - 57,500

• Boston, MA | Piscataway, NJ - 56,000 - 59,000

The American Arbitration Association (AAA) is the leading provider of arbitration and mediation dispute resolution services, and has consistently been named one of the 50 best non-profits to work for by the Non-Profit Times, our employees enjoy rewarding careers in a fast-paced, results-driven environment. We offer a competitive compensation package, including incentives. Eligible employees also participate in a comprehensive benefits program that includes medical, dental, orthodontia, vision coverage, student loan repayment, 403(b) retirement plan with substantial company match, discounted pet insurance, and generous paid-time-off benefits.

RESPONSIBILITIES:

• Assists in administering arbitration and mediation cases; communicates regularly with parties, party representatives, and arbitrators and mediators by telephone, email, video conferencing, and letter; performs scheduling and other administrative tasks.

• Understands and applies respective rules and procedures for administering arbitration and mediation cases, including fee and billing policies; interprets and determines their appropriate application to assigned cases.

• Maintains and updates case files, records, and documents in the online case management system (PRISM).

• Ensures confidentiality of case information and case records; adheres to the AAA's information security and data privacy policies, procedures, and practices.

• Assists in coordinating, initiating, and administering conference calls and video conferences.

• Applies correct case fee schedules; accurately calculates and allocates billings/cancellations based on fee schedules and contractual agreements; explains fee calculations and billing processes to customers.

• Prepares and sends electronic and written communications to parties, party attorneys, and arbitrators and mediators.

• Proactively identifies case management issues and informs management; takes appropriate action to resolve them as appropriate.

• Responds to inquiries from clients, client representatives, and panelists in a timely and courteous manner; assists managers with informing and educating clients and client representatives on ADR processes.

• Provides feedback to management regarding interaction with arbitrators and mediators.

• Demonstrates regular, reliable, and predictable job attendance.

• Attends on-site and in-person meetings and training sessions.

EDUCATION AND EXPERIENCE

Associate's degree in business or related discipline; three years of relevant work experience (e.g. customer service, case administration, legal environment); or an equivalent combination of education and work experience.

KNOWLEDGE, SKILLS, & ABILITIES

• Proficiency in reading and interpreting various documents, including legal files, business correspondence, and procedure manuals.

• Demonstrates strong written communication skills for reports and correspondence.

• Communicates effectively verbally, both in person and via telephone, with diverse stakeholders such as customers, attorneys, arbitrators, mediators, and colleagues.

• Intermediate proficiency with Microsoft Outlook, Word and web-based case management systems.

• Intermediate proficiency in Microsoft Excel, including functions such as pivot tables, formulas, and data analysis tools to maintain, interpret and present complex data effectively.

• Experienced in data management, with the ability to organize and maintain large datasets, ensuring accuracy and efficiency in reporting and decision-making processes.

• Ability to maintain composure and professionalism when dealing with challenging situations or difficult individuals.

The American Arbitration Association is an equal opportunity employer (EEO) and considers all employees and applicants for positions without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, marital status, or status as a covered veteran in accordance with applicable federal, state and local laws.

• Manage and maintain complex executive calendars, scheduling meetings, appointments, and conference calls with precision.
• Coordinate domestic and international travel arrangements, including flights, accommodations, and itineraries.
• Prepare and edit correspondence, reports, presentations, and other documents, ensuring accuracy and adherence to company standards.
• Screen and prioritize incoming communications, acting as the first point of contact for executive inquiries.
• Organize and manage executive meetings, including preparing agendas, taking minutes, and following up on action items.
• Handle confidential information with the utmost discretion and professionalism.
• Assist with expense reporting and budget tracking for executives.
• Coordinate special projects and events as required.
• Conduct research and gather information to support executive decision-making.
• Maintain an organized filing system, both physical and digital.

• Minimum of 5 years of experience providing high-level administrative support to senior executives.
• Proven ability to manage complex calendars and travel logistics.
• Exceptional proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Strong organizational, time management, and prioritization skills.
• Excellent written and verbal communication skills.
• High level of discretion, judgment, and professionalism.
• Ability to work effectively both independently and as part of a team in a hybrid work model.
• Experience with virtual meeting platforms (e.g., Zoom, Microsoft Teams).
• Associate's or Bachelor's degree preferred.
• Proactive and resourceful approach to problem-solving.

5th HQ -

We're currently searching for a Customer Service Rep for International Sales in Davie, FL. Please see below the job description.

Essential Functions and Responsibilities

• Provides sales support for International Sales Business Developer
• Develops written quotations for current and prospective customers detecting customer needs and obtaining basic information internally to facilitate the quotation process
• Requests internally samples to send to existing customers and new leads
• Answers specific questions regarding products and their benefits, order status, packaging, registration issues and/or lead times.
• Supports the marketing department in the preparation of international tradeshows (materials, promotional items, etc.)
• Prepares monthly reports (invoicing, summary of quotes sent, samples, etc.)
• Responsible for preparing Letter of Credit documentation in liaison with the Accounting and Shipping Department
• Maintains accurate records for each customer (quotes, prices, packaging, specifications, complaints)
• Responsible for the processing and data entry of orders and invoicing using Visual software
• Keeps open communication with Manufacturing and Packaging Department, Laboratory, Registration, Regulatory Affairs, Graphic Design and other departments as needed.
• Follow up on the Registration Process and payment of Registration fees with each customer
• Expedites the resolution of customer problems and complaints
• Requests codifications for Master Formulas for finished Products
• Supports inventory control of customer supply materials
• Supports management with oral and written reports on customer needs, problems, interests, competitive activities, and potential for new development of products and services
• Supports in the development of new products in liaison with R&D in the development of the new products to be launched every year
• Contributes to team effort by accomplishing related results as needed. Works well with others, cooperating and supporting co-workers.
• Provides feedback to management regarding customers
• Assists in special projects from International Sales Department
• Performs other functions as requested by the immediate Supervisor

Qualifications

• Associate's degree or Bachelor’s degree (preferred)
• Bilingual English- Spanish
• 2- 5 years’ experience in customer service
• Strong computer skills (Microsoft Word, Excel, Outlook)
• Strong communication skills
• Able to accept criticism and show desire to learn and improve
• Able to multitask
• Works well in a fast-paced environment

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